Corporate meeting shopping list

A corporate meeting needs more than tables and chairs. Plan the serving ware, coffee equipment, presentation kit and room supplies around the number of attendees and the length of the programme. This list covers the items people often remember only during setup, such as spare HDMI cables, power strips, name-badge materials and enough glassware for breaks. Use your confirmed registration count, then add a small buffer for late arrivals and replacement items.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 65
Dessert platesqty 65
Coffee cupsqty 65
Water glassesqty 80
Wine glassesqty 70
Coffee spoonsqty 65
Dinner forksqty 65
Dinner knivesqty 65
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Speakersqty 2
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Food warmersqty 4
Coolersqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Name badge holdersqty 60
Buntingqty 6

Lighting

String lightsqty 4

Cleaning

Trash binsqty 6
Dustpans and brushesqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Unsalted butter - 2 packs
- Herbed cream cheese - 2 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 30 pieces
- Mixed nuts - 3 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 3 jars
- Salty sticks - 4 bags
- Mini quiches - 120 pieces
- Vegetarian wraps - 60 pieces
- Chicken skewers - 100 pieces
- Vegetarian skewers - 50 pieces
- Mixed salad - 6 kilograms
- Pasta salad - 6 kilogram
- Potato salad - 5 kilograms
- Basmati rice - 4 kilograms
- Grilled vegetables - 5 kilogram
- Chicken breast - 6 kilograms
- Vegetarian burgers - 30 pieces
- Pasta - 4 kilograms
- Tomato sauce - 6 jars
- Parmesan cheese - 1 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Mustard - 2 jars
- Dressing - 4 bottles
- Vegetarian gravy - 2 jars
- Fresh fruit - 5 kilogram
- Brownies - 70 pieces
- Mini desserts - 70 pieces
- Diet meals - 8 portions
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Garbage bags - 50 pieces

Tips

Count tableware by service, not just by guest: allow one dinner plate, dessert plate, fork and knife per attendee, plus extra pieces for seconds and replacements. Set aside at least 10% additional plates and cutlery for a full-day meeting.
For coffee breaks, provide one cup and spoon per person per break, with kettles or coffee machines sized for the group. Have hot-water capacity ready before registration opens so the first break does not become a queue.
Check the presentation setup at the venue before event day. Test the projector, screen, laptop, HDMI cables, wireless microphone and speakers at least 60 minutes before guests arrive, and bring spare extension cords and power strips.
Prepare serving equipment with the food, not after it arrives. Match serving spoons, tongs, platters, cutting boards and knives to the catering menu, and put food warmers or coolers in position before delivery.
Use the final registration count to prepare the registration desk and room layout. Print the run sheet and name badges at least one day ahead, then keep a few blank badges and pens available for late registrations.

Frequently asked questions

How many plates and glasses do I need for a corporate meeting?: Start with one dinner plate, dessert plate and water glass per attendee, then add 10% extra. For a meeting with 50 people, that means at least 55 of each core item; add coffee cups, wine glasses and cutlery according to the planned breaks and meal service.
How much coffee equipment is needed for a meeting?: Plan one coffee cup and spoon per person for each service, with enough machine or kettle capacity to serve the whole group during a 15- to 20-minute break. Set up and test the coffee machines or kettles at least 30 minutes before the first break.
When should I test the projector and microphone?: Test the projector, screen, laptop, HDMI connection, wireless microphone and speakers at least 60 minutes before guests arrive. Keep spare HDMI cables, extension cords and a power strip at the room rather than in a locked storage area.
When should I prepare name badges and the registration desk?: Print the confirmed name badges and run sheet at least one day before the meeting. Set up the registration desk and lay out the badges 30 to 45 minutes before registration opens, with blank badges for last-minute changes.

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